BeargrassAI: Client Service Agreement
Terms of Service for Managed Website & AI Services
1. What You're Getting
BeargrassAI provides managed website and AI services for small businesses in the Flathead Valley. Depending on your service tier, the work includes:
- Website design, development, and hosting on Cloudflare Pages
- Structured data implementation (Schema.org) for AI discoverability
- AI Engine Optimization (AIEO): making your business findable by AI recommendation systems
- Google Business Profile synchronization
- AI chatbot development and management (Tier 2 and above)
- Local referral network membership (Tier 2 and above)
- Memory-enabled AI systems with business intelligence (Tier 3)
- Custom integrations with existing business tools (Tier 3)
- Ongoing maintenance, updates, and technical support
Your website is hosted on Cloudflare Pages, a professional-grade hosting platform used by millions of websites worldwide. Your domain name remains yours. You own it, and it stays registered in your name.
2. Service Tiers and What's Included
Business Basics: $35/month + $750 setup
- Custom-built website (up to 5 pages)
- Cloudflare hosting: fast, secure, enterprise-grade
- Structured data setup for AI tools
- Google Business Profile synchronization
- AI Engine Optimization baseline
- SSL certificate
- Mobile-friendly design
- 2 content updates per month
- Ongoing maintenance and security
Business + Network: $75/month + $1,000 setup
Everything in Business Basics, plus:
- AI chatbot trained on your business information
- Chatbot training, testing, and knowledge setup
- Local referral network membership: your chatbot recommends network partners, theirs recommend you
- Enhanced AI Engine Optimization
- 5 content updates per month
- Chatbot knowledge kept current as your business changes
Custom AI Solutions: $250+/month + $2,500+ setup
Everything in Business + Network, plus:
- Memory-enabled AI system that learns your business over time
- Business intelligence access: ask your system what customers are asking about, in plain language
- Custom integrations with your existing tools (booking, scheduling, POS, etc.)
- Advanced chatbot capabilities (transactions, reservations, complex workflows)
- Multi-location support where applicable
- Unlimited content updates
- Priority support
- Custom development scoped to your business
Tier 3 pricing varies based on scope. The plus signs are intentional: every business at this tier has different needs. We scope it, price it, and agree on specifics before work begins.
Setup fees are due at project start. Monthly fees begin when the site goes live.
3. What You Own
You own your business. Your digital presence reflects that.
- Your domain name is registered in your name. Always.
- Your content (text, images, logos, and business information) belongs to you.
- Your structured data (the Schema.org markup we build) is yours.
- Your Google Business Profile remains under your control.
- Your chatbot's knowledge base (the business information used to train it) is yours (Tier 2 and above).
- Your customer interaction data (conversation logs, questions asked, inquiry patterns) belongs to you (Tier 3).
What BeargrassAI retains:
- Custom code, design templates, and development tools created by BeargrassAI
- AI system configurations, prompt architectures, and memory system structures
- Proprietary tools and workflows used to deliver services
- The referral network infrastructure and cross-business recommendation logic
The principle: You own the deck. We own the tools. Your content, your data, and your business information are always yours. The systems and methods we use to build and run your services are ours.
4. Content Updates
Each tier includes a set number of content updates per month:
- Business Basics: 2 updates per month
- Business + Network: 5 updates per month
- Custom AI Solutions: Unlimited updates
A content update is a change to your website content, structured data, chatbot knowledge, or Google Business Profile information. Examples: changing your hours, adding a new service, updating pricing, adding a staff member, seasonal menu changes.
If you consistently need more updates than your tier includes, we will talk about it, not send you an overage bill.
5. The Bear Plan
(Business Continuity and Portability)
Your website will not disappear if BeargrassAI stops operating. Here's why and how.
How Your Site Is Hosted
Your website runs on Cloudflare Pages, not on any single person's computer. Cloudflare is a publicly traded company (NYSE: NET) that serves roughly 20% of all internet traffic. Your site runs on their global network and does not depend on BeargrassAI being available day-to-day.
If BeargrassAI Stops Operating
In the event that BeargrassAI ceases operations, whether planned or unplanned:
- Your site stays live. Cloudflare hosting continues as long as the account is active. There is no immediate disruption.
- You receive a complete export package containing all website source files (HTML, CSS, images), all structured data files, documentation sufficient for another developer to maintain or migrate the site, and DNS configuration records.
- Tier 2 clients additionally receive: chatbot knowledge base export and chatbot configuration documentation.
- Tier 3 clients additionally receive: full customer interaction data export, memory system data summary, integration documentation, and system configuration sufficient for another developer to rebuild or replace the service.
- Transition support window: 60 days of transition support to help you or your new provider take over.
- Continuity contact: BeargrassAI maintains a continuity plan with account access information and client records, stored securely and accessible to a designated continuity contact who can execute the transition if Mark is unavailable.
If You Want to Leave
You can cancel service at any time with 30 days written notice.
Upon cancellation:
- You receive the full export package for your tier as described above
- Your domain continues to point wherever you direct it
- Any prepaid monthly fees are refunded on a prorated basis
- Setup fees are non-refundable (the work was already done)
- Tier 2: Referral network membership ends at the cancellation date. Your chatbot and knowledge base are exported to you. Other network chatbots will no longer recommend your business.
- Tier 3: Customer interaction data and a summary of learned patterns are exported to you. The running memory system itself does not transfer (it depends on BeargrassAI infrastructure), but all data generated from your business is yours to take.
Can Another Web Person Take Over?
Yes. Your site is built with standard web technologies (HTML, CSS, JavaScript) and is not locked into a proprietary platform. Any competent web developer can read and modify the code, deploy it to any hosting provider, and continue maintenance without needing BeargrassAI's tools or access.
The structured data and AIEO work is built on open standards (Schema.org) that any developer can work with.
For Tier 2 and Tier 3 clients: chatbot and AI system documentation will be sufficient for another developer to maintain, rebuild, or replace the service using their own tools. The underlying AI models (Anthropic, OpenAI, etc.) are commercially available. Nothing about your setup requires BeargrassAI specifically.
6. Payment Terms
- Monthly fees are due on the 1st of each month
- Setup fees are due at project start
- Payment accepted via Stripe
- Grace period: 15 days after the due date, followed by a friendly reminder
- Service pause: After 30 days overdue, updates and support are paused until the account is current. Your site stays live during a service pause.
- Extended nonpayment: After 60 days overdue, BeargrassAI may terminate service per Section 8
We don't send accounts to collections over a late month. We pick up the phone.
7. What Happens If We Disagree
- Talk first. Most issues resolve with a conversation. Call or email.
- Written notice. If talking doesn't resolve it, either party puts the concern in writing. The other party has 14 days to respond.
- Mediation. If we can't resolve it between us, we agree to try mediation before anything else. We will use a mutually agreed-upon mediator in Flathead County, Montana, and split the cost.
- Last resort. If mediation fails, disputes are governed by the laws of the State of Montana and resolved in Flathead County courts.
No surprises. BeargrassAI will never make changes to your live site without your knowledge. Major changes require your written approval. Routine maintenance and security updates are covered under your service agreement and do not require separate approval.
8. Either of Us Can End This
You can cancel with 30 days written notice. You receive your export package and any prorated refund for the current billing period.
BeargrassAI can end service with 60 days written notice if:
- The account is more than 60 days past due
- Continued service would require BeargrassAI to do something unethical or illegal
- BeargrassAI ceases operations (see Section 5)
In all cases, you receive your tier-appropriate export package and transition support.
9. Liability and Warranties
BeargrassAI will make reasonable efforts to keep your website, chatbot, and AI services running reliably. However:
- Uptime: We rely on Cloudflare and third-party AI providers (Anthropic, OpenAI, etc.) for infrastructure. We do not guarantee 100% uptime and are not liable for outages caused by these providers.
- AI accuracy: Chatbots and AI systems are designed to provide accurate information based on the business data you provide. BeargrassAI is not liable for AI responses that are inaccurate due to outdated or incorrect source information provided by the client.
- Results: AIEO improves your discoverability to AI recommendation systems. We do not guarantee specific rankings, traffic levels, or revenue outcomes.
- Maximum liability: In any dispute, BeargrassAI's total liability is limited to the fees paid by the client in the 12 months preceding the dispute.
10. Your Responsibilities
For the services to work well, we need a few things from you:
- Accurate information. The chatbot and structured data are only as good as what you give us. If your hours change, your pricing changes, or you add a service, let us know.
- Timely responses. When we need your approval on something (design decisions, content changes, launch timing), reasonable response times keep the project moving.
- Content rights. You confirm that the text, images, and business information you provide are yours to use and do not infringe on anyone else's rights.
- Payment. Per the terms in Section 6.
11. The Simple Version
You own your stuff. We build and maintain it. You can leave anytime and take everything with you. If something happens to us, your site doesn't disappear. If we disagree, we talk like adults first.
The chatbot knows your business because you told us about it. The Tier 3 system learns over time because your customers interact with it. The data from both belongs to you. The systems we built to make it all work belong to us.
No lock-in. No hostage situations. No fine print that contradicts the big print.
BeargrassAI, Columbia Falls, Montana Questions? [email protected] or Contact Effective upon signing
SIGNATURES
Client: _____ Date: ____
BeargrassAI (Mark Ulett): _____ Date: ____